Recording a Dictation | Siemens HiPath Xpressions Unified Messaging

Mailbox Processing on the Telephone and the Voice Mail Service

Operating your Mailbox using VMS

5Status query (play back message header): Push 5.

8Extend the request: Push 8.

#Delete message: Push the pound key.

1Send new message: Push 1.

3.3.2.7Recording a Dictation

You can record dictations using the VMS system and send each dictation to a different user.

>Special privileges are required for recording and receiving dictations. These privileg- es are assigned by the system administrator.Note:

Select 2 in the main menu to record a dictation (see Section 3.3.2.4, “Options in the Main Menu (Direct Access)”):

Selection options for recording and sending a dictation

The following options are available for recording dictations:

* Enter the mailbox number:

Enter the mailbox number and conclude the entry by pushing the star key.

# If the entry was incorrect: Delete the call number entered:

Push the pound key. You can resume the process of entering the recip- ient call number immediately afterwards.

3-60	A31003-S2330-B690-2-7619, January 2003
	HiPath Xpressions V3.0, User Manual

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Siemens HiPath Xpressions Unified Messaging Recording a Dictation, Selection options for recording and sending a dictation

Contents

HiPath Xpressions Page Contents A31003-S2330-B690-2-7619, January Contents Contents Contents Contents Contents Contents Overview Unified Messaging with HiPath Xpressions Differences Between E-Mail, Voice Mail and Fax Mail Data for telephone access via PhoneMail Preparations on Your Telephone/PABXUser-specific data Telephone system data Data for telephone access via VMS Data for PC access Unified Messaging with HiPath Xpressions Unified Messaging with HiPath Xpressions Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Netscape Messenger HiPath Xpressions ClientSystem Requirements Setting up an Account in Netscape Now click Mail Servers Receiving Messages with Netscape Routing Messages to HiPath Xpressions Distribution lists Sending Messages with NetscapeFax Messages Importing the HiPath Xpressions Address Book into Netscape Routing Short Messages to a Mobile Telephone Setting up an Account in Microsoft Outlook Express Microsoft Outlook Express Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Receiving Messages with Microsoft Outlook Express Sending Messages with Microsoft Outlook Express Routing Short Messages to a Mobile Telephone SMS Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Setting up an Account in MS Outlook Internet Operation Microsoft Outlook in Internet Mail Operation Receiving Messages with MS Outlook Internet Operation Sending Messages with MS Outlook Internet Operation Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Outlook 2002 in Exchange Operation Outlook 2002 in Exchange Operation Receiving Messages Sending Messages using SMS as an ExampleSending Messages Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service HiPath Xpressions Outlook Extensions Other HiPath Xpressions Addresses System Requirements Installation Callback Voice outputFax on demand Voice messages Hing for a user in the global Exchange addresses Client Assistant Uninstallation Starting Microsoft Outlook Network Connection Options Phone Number Settings in Microsoft Outlook Creating Input Forms Message Format HiPath Xpressions Tab Callback Telephone Call To ContactCalling the Originator of a Message This, click either Business Callback or Mobile Callback Playback Calling From the Exchange Address BookEither the Business Callback or Mobile Callback button Playback on the Telephone Short Message Service SMS Sending an SMS to a Contact SMS Reply button Sending an SMS to the Originator of a Message8.3 Fax Messages Sending a Fax Message to a Contact Sending a Fax Message to the Originator of a Message File → Send To → Mail Recipient as Attachment Sending a Fax Message From Your Workstation Viewing Fax Messages Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Mailbox Processing on the PC and the E-Mail Service Fax-on-Demand Specify/Modify Remote Station Mailbox Processing on the PC and the E-Mail Service Retrieving a Fax Voice Messages Mailbox Processing on the PC and the E-Mail Service Sending a Voice Message to a Contact Sending a Voice Message to the Originator of a Message Playing Back a Voice Message Mailbox Processing on the PC and the E-Mail Service Forwarding a Message with a Voice Comment Mailbox Processing on the PC and the E-Mail Service Address Book Mailbox Processing on the PC and the E-Mail Service Analyzing and Correcting Problems Problems with Buttons Description of errorClient Assistant Possible cause Problems with the Address Book Description of error Description of errorProblems with the Client Assistant Description of error Import from Internet Mail Settings for Unified Messaging HiPath Xpressions Lotus Notes Extensions General Settings Tab Description Send Form Settings Tab Description Unified Messaging Settings Tab Description Sending Fax Messages Mailbox Processing on the PC and the E-Mail Service Delivery Options Description Cover Page Options Miscellaneous Using the Lotus Notes Fax Printer ExtensionOption Description Fax on Demand Displaying Received Faxes Menu item Description Mailbox Processing on the PC and the E-Mail Service Sending SMS Messages Sending Voice Mails Function Description Mailbox Processing on the PC and the E-Mail Service Replying To a Message Via a Voice Comment Sending Voice Mails Using Lotus Notes E-Mail Client Setting up an XPR Lotus Notes Address Sending Messages Example Synchronizing Read/Unread Marks Using Telephony Functions Under Lotus NotesMaking a Telephone Call HiPath Xpressions WebClient Overview of FunctionsHelp Web Browser Starting and Exiting the WebClient Starting the WebClient Selecting a Language Navigation Login SSL via Internet Explorer Login via SSL Secure Sockets LayerSSL via Netscape Navigator Logoff Manual Logoff Automatic Logoff Composing Messages SMS Inserting File Attachments Mailbox Processing on the PC and the E-Mail Service Selecting File Attachments Deleting File Attachments Sent Items Sending Messages Checking the Send Status Icon Description Sending Messages to Additional Recipients Changing SortingDeleting Messages Receiving Messages Inbox Reading Text Messages Reading Fax Messages Listening to Voice Messages Replying to Messages Opening Message AttachmentsForwarding Messages 100 Replying without the Original Message Replying with the Original Message101 Options 102 User Data 103 Changing a Password 104 Selecting Languages Configuring Notifications105 Changing Personal Identification Number Changing the Telephone Password PIN for Telephone Access106 Enabling forwarding Forwarding107 10.7 POP3 Access Data 108 Overview of Functions 109 110 Settings on Your Computer Screen ResolutionHiPath Xpressions Mailbox Style sheets Netscape Communicator Starting and Exiting the Client Assistant 112 113 Automatic Logout Logout Manual Logout114 General Procedure 115 Saving Modifications Changing Settings116 User Data 117 Changing Your Own Password Language SelectionSupplementing User Data 118 Voice Mail System Settings 119 Selecting the Voice Mail System Changing the Telephone Password PIN120 Configuring a Referral Extension Mailbox OptionsSelecting User Prompts Caller options Configuring Forwarding Click Change keys Mobility numberForwarding Incoming Calls 122 123 Configuring Forwarding 124 Action Description Configuring Forwarding General Procedure125 Configuring Notifications 126 127 Creating a New Notification 128 129 130 Creating Distribution Lists 131 Editing Distribution Lists Creating a Private Distribution List132 Adding Users to a Distribution List 133 Deleting a Distribution List 134 Selecting fax forms Fax Forms135 Creating Time Profiles Time Profiles136 Message recording not allowed Greeting not interruptibleGreetings After-hours greeting Creating Recordings 138 Name Recording Activate the Personal name recording option Personal Name Recording139 Editing Greetings Creating and Editing Personal Greetings Creating Greetings140 Deleting Greetings Default Output Devices141 Prompt Description Switching to the WebClient142 143 144 General Explanation of the Symbols Distribution lists Default Printer Default Fax DeviceReferral Extension Memory Restrictions Additional Features in VMS Direct Callback Connection with the Originator of a MessageBroadcast Call / Broadcast Message Private and Public Distribution Lists User Prompts Repeating System AnnouncementsRequesting Help PhoneMail Incorrect Entries Returning to the Main Menu VMS Terminating the ConnectionFinishing and returning to the main menu Operating your Mailbox with PhoneMail Access Options Using your own Mailbox Direct Access Dialing your own Mailbox Dialing your own mailbox from your own extension Options in the Main Menu Dialing your own mailbox from any extensionListen to/retrieve messages push Change answering options push Listening to/Retrieving Messages Playing Back Messages Message header Options available when listening to the message headerJump back to previous message header push 7 and then push Jump ahead to next message category Options available when listening to a message# Return to the main menu Options available after messages have been heard # Cancel the function and continue Options available when listening to Outbox messagesAdding recipient numbers Cancel the function and continue Checking Recipient Numbers Deleting recipient numbers Recording and Sending Messages During the recording process Selecting the Send OptionsRequest Receipt or read receipt push 1 or Greetings and answering mode Selecting the send options for future deliveryRe-enter the send options for future delivery push 1 or Changing Answering Options Name MobilityMailbox deputy Call forwarding of your telephone Changing the personal greeting Record name Change referral extension number push 1 orRecord new name push 1 or Defining a mobile phone number for call forwarding Defining mailbox deputy numbers Defining the call forwarding settings Disable call forwarding push 6 orChange the call forwarding destination push 1 or Changing Mailbox Options Password SettingSet notifications Faxtone detection # Cancel the function and continue Change password Changing the user prompts Select company telephone push 3 and then push Setting notificationsChange the destination number or callback number push Activating/deactivating faxtone detection Deactivate faxtone detection push Changing the language Changing the playback options Connection Terminate the mailbox connection Dialing an External Mailbox Guest Access or Universal Access Leaving a Message for Mailbox Owners Call Forwarding Forward Access # Dial your own mailbox push the pound key For optiset Using the Mailbox with the Mailbox Key Callback AccessFor Set 400/500/700 Using your Mailbox for your Mobile Telephone Call Forwarding for Mobile Phones Dialing your own mailbox from a mobile phone Callback access Dialing your Mailbox Quick Reference Guide to the Menus and Key Sequences Retrieve/listen to messages Key sequence Function Operating your Mailbox with PhoneMail During the recording of messages or greetings Changing answer options Key sequence Function A31003-S2330-B690-2-7619, January Connection Key sequence Operating your Mailbox using VMS Using your own Mailbox Direct Access, Own Mailbox Code Overview If necessary Default Edit Options KeyFunction Options in the Main Menu Direct AccessInbox Automatic playback of incoming messages Listen to message Push Push the pound key Push 0 and 5 in succession, enter the position Enable or disable user prompts Input formats voice messageInput formats Mail message Select a distribution list see Section Push the star key Start/stop recording comments Push Special send options Connection with a recipient of your choice Scroll previously sent messages Recording and Sending New Messages Inbox / Sent ObjectsStart/stop recording of new message Push Operating your Mailbox using VMS Operating your Mailbox using VMS Listen to message Push Pause playback. Push Recording a Dictation Selection options for recording and sending a dictationEnter the mailbox number # If the entry was incorrect Delete the call number entered Jump to any position in the dictation Input formats Operating your Mailbox using VMS Enter the first user number into the new distribution list Play back users Push the star key #If the entry was incorrect delete the new number entered Operating your Mailbox using VMS Answering Machine Functions Shortcut Select a personal greeting Enter the call number Setting up a Telephone Connection#If the entry was incorrect Delete the call number entered Key Function Description Change mailbox deputy #If the entry was incorrect delete the number entered Change referral extension #If the entry was incorrect delete the password entered Configure User outcall notification / SMS notification Input format Enter the end time for the notification validity period Accept messages or info greeting feature Setting different greetings Or alternatively 8Select special functions in main menu Save the greeting text Push the star key Additional Options in Guest Access or Universal Access Mode Switch to own mailboxEnter the extension number of the relevant user Select a user/device Call Forwarding CF, Forward Access Listening to and forwarding incoming messages Key sequence Function Operating your Mailbox using VMS Send new message Record a reply Add comments to a message and forward Operating your Mailbox using VMS Recording and Sending New Messages Key sequence Function Send a message using the broadcast message feature Send a message using the broadcast call feature Record and send a dictation Key sequence Function Create new distribution list push Key sequence Function Edit distribution listPlay back the entries in a distribution list Delete entries from a selected distribution list Delete entire distribution lists Setting up a Telephone Connection from the Main MenuAnswering machine functions shortcut Key sequence Function Change user prompt language Define or change password Change the playback options Enable or disable call forwarding Set a greeting for call forwarding CF Record personal greetings Dialing an External Mailbox Guest Access, Universal Access Additional options in universal access modeDirect connection to the attendant console Connection to a user of your choice Fax Mail Service Requirements for Sending a FaxRequirements for Receiving a Fax Fax Cover Fax Logo Fax Display Sending a Sample Fax Message from MS Windows Explorer Fax Mail Service Using Fax on Demand Services Sending a Fax at Favorable Rates Fax Mail Service Short Message Service SMS for GSM SMS Features for GSMApplication Options Sending Short Messages to GSM Users Sending Short Messages to GSM Users Short Message Service SMS for GSM Adding an SMS address to the Netscape address book Tips for Everyday Use Sending a Callback Number Sending SMS Messages from Intranet Pages Short Message Service SMS for GSM Abbreviations Abbreviation Definition TIF, Tiff Index Index Index Index A31003-S2330-B690-2-7619, January Page 1PA31003-S2330-B690-2-7619